How to Create and Manage E-Mails with NaturallySpeaking - dummies

How to Create and Manage E-Mails with NaturallySpeaking

By Stephanie Diamond

Naturally Speaking allows you to dictate almost anything, including e-mails. As you contemplate using NaturallySpeaking to send your e-mails, keep in mind these general recommendations that apply to most e-mail programs:

  • Check your previous e-mails. Make sure you let NaturallySpeaking look at your previously sent e-mails before you send your next new e-mail. You want to give your NaturallySpeaking assistant a proper orientation, don’t you? Your NaturallySpeaking assistant looks at your e-mail files to familiarize itself with e-mail addresses. To run this process, choose Vocabulary→Learn from Sent E-Mails on the DragonBar to enable NaturallySpeaking to look at them.

  • Use the Dictation Box. If you have trouble dictating into your e-mail program, use the Dictation Box and then transfer the dictation back into the e-mail window. With your e-mail program open, access the Dictation Box by choosing Tools→Dictation Box on the DragonBar or by saying “Show Dictation Box.”

  • Know common e-mail commands. Several commands work with most e-mail programs. Familiarize yourself with them before you start. Check the Command browser to see what other commands you can use. To do this, go to Tools→Command Browser and use the Context pull-down menu to access specific program commands. Many commands are specific to Microsoft Outlook.

  • Use the Sidebar and Help files. You can always get immediate help while you dictate your e-mails. Say, “What can I say?” to bring up the Sidebar. You can also say, “Give me help.” There is no need to become frustrated trying to think of the right commands when help is almost literally on the tip of your tongue.

  • Format e-mail addresses. You can make choices about how your e-mail and web addresses are formatted. Go to Tools→Auto-Formatting Options on the DragonBar and choose your preferences.

  • Add e-mail addresses. If you frequently use a particular e-mail or web address, you can add it to your vocabulary. Otherwise, you can say an address, such as, much like you would in conversation. Make sure everything is lowercase by saying, “No Caps On,” and then say the e-mail address. Then say, “No Caps Off.” For the address itself, say, “<person’s name> at company dot com.”

  • Say web addresses. Speak a web address like this, “w w w dot company dot com.” For a full address say, “h t t p w w w dot company dot com.” Don’t mention colons or slashes. NaturallySpeaking adds the colon and slashes and recognizes the terms com, gov, mil, net, org, and sys just as you normally say them. You can verbally spell those terms letter by letter.

    NaturallySpeaking works with Internet Explorer, Chrome and Mozilla Firefox when you use a browser with your e-mail application.

    If NaturallySpeaking insists on capitalizing the www portion of a web address, correct the capitalization by using the Correction dialog box. (NaturallySpeaking has an obsession about capitalizing initials.) Or say, “No Caps,” then, without pausing, speak the address. To absolutely, completely suppress all capitals within the address, say, “No Caps On No Caps w w w dot whatever dot com No Caps Off.”

    To Do This Say This
    Launch <program name>. “Start Microsoft Outlook.”
    Open your inbox. “Go To Inbox.”
    Look at new mail. “Check For New Mail.”
    Move to next e-mail. “View Next Unread Message.”
    Send e-mail. “Send Message.”
    Close e-mail. “Close All Items.”
    Mark message to follow up. “Flag Message For Follow-Up.”
    Open with e-mail address. “Send E-Mail To <person’s
    Add a file(s) to e-mail. “Attach A File.”
    Launch spell check. “Check Spelling.”
    Print e-mail. “Print Mail.”
    Reply to everyone in message list. “Reply To All.”

You can substitute “Message,” “Memo,” or “E-Mail” for the word “Mail.”